CLINICAL COORDINATOR JOB DESCRIPTION

A Clinical Coordinator is the person a care unit cannot function without - and most hiring managers cannot define until the role is vacant. The work spans patient acuity-based staffing decisions, multi-site quality assurance reviews, and the daily mentorship of clinical staff from orientation through performance evaluation. What makes it hard is the dual accountability: this role answers to both operational metrics and clinical standards simultaneously, with neither permitted to slip. In rehabilitation and acute care settings, that tension is the job.

As the Clinical Coordinator, you own the operational and clinical integrity of a care unit or regional facility network, translating organizational standards into daily staffing, staff development, and patient care outcomes. The role reports into regional or facility leadership and spans responsibilities that range from quarterly QA summaries to real-time discharge coordination with physicians and mid-level practitioners.

Career Impact: Experience supervising clinical staff across multi-site settings - including OT, PT, and SLP disciplines - builds a credential set that qualifies you for Director of Clinical Services or Regional Director roles within three to five years.

Business Impact: The staffing and care coordination decisions this role makes directly determine whether patient acuity levels are matched to available clinical resources, reducing adverse outcomes and supporting discharge timeline compliance.

Growth Opportunity: Owning fiscal goal development and regional budget management alongside clinical oversight makes the Clinical Coordinator one of the few IC-level roles where financial fluency and clinical licensure grow in parallel.

• Lead daily clinical and operational functions across assigned units or regional facilities to maintain care and compliance standards.
• Guide staff development through mentoring, counseling, and performance evaluation for clinical team members at all experience levels.
• Coordinate care plan and discharge outcomes by collaborating with physicians, house staff, mid-level practitioners, and nursing colleagues.
• Determine unit staffing levels based on patient acuity and real-time workflow demands.
• Review quarterly quality assurance summaries for each facility and drive corrective action where needed.
• Develop regional fiscal and clinical goals, including revenue targets and expenditure budgets in coordination with corporate staff.
• Enforce corporate policies and procedures to ensure consistent employee compliance across all sites.
• Support Rehab Managers with new customer proposal design and provide operational direction as needed.

• Bachelor's degree in Nursing, Healthcare Administration, or a related health field, or equivalent work experience.
• Three or more years of healthcare management and staffing experience, with demonstrated multi-site oversight responsibility.
• Current state licensure as a Registered Nurse, Occupational Therapist, Physical Therapist, Speech Language Pathologist, or therapy assistant equivalent.
• Current BLS/CPR certification.
• Demonstrated competency in clinical care standards across relevant patient populations, including acuity-based staffing judgment.
• Proven ability to develop and manage regional budgets and interpret financial performance reports.
• Strong verbal and written communication skills suited to cross-functional stakeholder environments including physicians, staff, and external customers.
• Ability to lead, counsel, and when necessary terminate employees within established HR and compliance frameworks.

• Master's degree in Nursing, Healthcare Administration, Business, or a related health field.
• Prior experience in OB/Antepartum, rehabilitation, or another specialty clinical setting that required population-specific competency documentation.
• Background in utilization review, patient care conference facilitation, or marketing-adjacent clinical functions such as rehab conference participation.
• Demonstrated track record of building regional team cohesion and sustained clinical proficiency across geographically dispersed facilities.

• Staff-to-patient acuity ratio compliance, measuring how consistently unit staffing matches clinical demand.
• Quarterly QA summary completion rate across all assigned facilities, reflecting operational discipline.
• Employee retention rate within the supervised regional team, indicating mentorship and leadership effectiveness.
• Discharge coordination turnaround, measured by alignment between planned and actual discharge dates.
• Customer satisfaction survey scores across managed facilities, reflecting care experience and problem resolution.
• Typical tools: Clinical scheduling platforms (commonly staffing management systems); reporting and documentation suites (commonly spreadsheet and word processing applications).

• Base Salary Range: $62,000 to $88,000 annually, depending on region and seniority.
• Bonus: Annual performance bonus of 5% to 10% of base salary.
• Equity: Typically not offered at this level in healthcare operations.
• Health Benefits: Medical, dental, and vision coverage; employer contribution standard.
• PTO: 15 to 22 days annually, plus observed federal holidays.
• Common Perks: Continuing education reimbursement, licensure renewal support, and mileage reimbursement for multi-site travel.

Figures are estimates based on general US market benchmarks and may be outdated. Adjust based on location, company size, and seniority level.

Background checks, including applicable drug screening, are a condition of employment for all positions. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other characteristic protected under applicable federal, state, and local law. Reasonable accommodations are available to individuals with disabilities throughout the application and employment process. Candidates must be authorized to work in the United States.

The Clinical Coordinator owns agenda development, client meeting facilitation, and cross-functional follow-up to ensure timely resolution of clinical program needs for PBM clients. Reporting to Clinical Programs leadership, the role sustains positive client-organization relationships through consistent service delivery across the Drug Review and Pharmacy and Therapeutics Committees.

Key Responsibilities

• Provide support within the Clinical Programs Team by managing agenda development, client meetings, and requests by capturing significant discussion topics and action items.
• Share input and solutions to address client needs, considering priorities and team promises.
• Follow up on pending topics and reach out to other business areas to provide resolutions for timely completion of clinical-related topics.
• Support and identify special clinical projects and process improvement opportunities to enhance organizational processes and service delivery.
• Manage and document project tasks.
• Work closely with the Clinical Client Advisor, Provider Education Team, and leaders of Clinical Programs, Drug Review Committee, and Pharmacy and Therapeutics Committee, and support their recurrent tasks and client requests.
• Support coordination of meetings, tasks, and deliverables related to clinical programs under development and currently being executed.
• Support the Clinical Client Advisor to ensure client deliverables, scheduled processes, and meetings occur as well as any coordination needed to ensure client happiness.
• Support the Drug Review Committee and Pharmacy and Therapeutics Committee in tasks such as drug approval tracking, drug monographs documentation, drug information packages, summary of decisions documents, and minutes drafts.
• Help coordinate pharmaceutical clinical content presentations.
• Work closely with the Provider Education Team on deliverables and coordination needed to optimize academic detailing strategies and pharmacy provider education.
• Prepare and request clinical client reports from other operational departments.
• Work and interact with cross-functional teams to anticipate clinical clients' needs and provide the best possible service.

Required Qualifications

• Bachelor's degree in Nursing, Healthcare Management, or a closely related field required, or equivalent relevant work experience in lieu of a degree.
• Current and active Certified Pharmacy Technician License preferred, or a current, active, and unrestricted Registered Nurse license preferred.
• Knowledge of Healthcare, Pharmacy, and Pharmacy Benefit Management operations standards and processes.
• Familiarity with Medicare Part D and CMS regulations.
• Expertise with quality assurance practices and tools.
• Knowledge of PBM, Health Care, and Insurance.
• Proficiency in Microsoft Office Suite including Word, Excel, PowerPoint, and Outlook.
• Strong interpersonal skills and ability to work well with all levels of internal management, staff, outside clients, and contractors.
• Attention to detail with a strong focus on customer service.
• Ability to work across multiple departments, businesses, and personnel.
• Strong presentation skills with the ability to explain complicated processes in simple terms.
• Fluency in English and Spanish required.

Embedded within the academic faculty of the University of Saint Francis, the Clinical Coordinator assesses, plans, implements, and evaluates instruction across clinical rotation sites and classroom settings in alignment with program learning outcomes. Working closely with clinical affiliates, faculty peers, and health care professionals, the Clinical Coordinator enables student progression and competency through oversight of affiliation agreements, preceptor mentoring, and performance documentation.

Core Functions

• Establish, monitor, and evaluate clinical rotation sites, including supervising and guiding other faculty involved in these duties.
• Coordinate didactic, laboratory, and clinical course materials to assure coherence with course and program learning outcomes.
• Provide clinical instruction, document student evaluations and progressions to ensure clinical competencies.
• Mentor clinical instructors and preceptors to ensure quality clinical instruction and accurate student performance evaluation.
• Oversee maintenance of appropriate records such as clinical evaluations, anecdotal notes, and attendance to document evidence of student progress.
• Oversee establishment and management of appropriate clinical affiliation agreements.
• Verify that all students have completed pre-participation requirements for clinical sites and clinical orientation prior to beginning clinical experiences.
• Maintain effective communication verbally, in writing, and electronically with students, faculty, clinical agencies, and health care professionals.
• Mentor fellow faculty regarding clinical teaching skills and clinical curriculum planning, development, and evaluation.
• Teach courses consistent with catalog descriptions and content maps at the scheduled time and place, meeting required contact hours.
• Integrate evidence-based practice in fulfilling all roles of faculty practice.
• Collaborate with colleagues for instructional improvement via professional peer review and assist with evaluation of adjunct faculty members.
• Provide timely feedback, evaluate student performance, and offer individual counsel to promote student success.

Qualifications & Experience

• Associate degree in a related field from an accredited institution required; bachelor's degree preferred.
• Current registration in general or vascular concentrations by the American Registry of Diagnostic Medical Sonography required, both registries preferred.
• Minimum of two years of clinical experience as a registered sonographer required.
• Experience in supervision, instruction, evaluation, student guidance, and educational theories and techniques preferred.
• Competence in educational principles and techniques used in higher education classrooms, laboratory, and clinical settings.
• Knowledge of the profession including theory and practice, procedures, and regulations.
• Proficiency in interpersonal and communication skills, verbal, written, and electronic, necessary to interact effectively with students, faculty, professional staff, administration, clinical affiliates, and the community.
• Documentation of Hepatitis B immunization required.

Reporting to Project Management leadership, the Clinical Coordinator supports the preparation, procurement, packaging, labeling, and assembly of clinical trial materials within the Pre-Production department, ensuring batch records are accurate and delivered on time. Partnering with Production, Quality Assurance, Label Control, and Packaging Engineering teams, the Clinical Coordinator safeguards patient safety and right-first-time delivery at every stage of the packaging process.

Primary Duties

• Assist Project Managers with development of clinical, stability, and commercial packaging protocols and materials.
• Support project timelines as directed by management, ensuring that key project milestones are met and projects progress in a satisfactory and timely manner.
• Create batch records based on project source documentation from Project Management, including primary and secondary labeling, kitting, and assembly.
• Create Change Orders and drive resolution to changes required during production.
• Interact with Production, Quality Assurance, Label Control, and Packaging Engineering personnel to communicate project requirements and gather appropriate paperwork for batch records.
• Handle item master identification and creation of request forms, router, BOM, Purchase Order, and Work Order creation and setup.
• Facilitate client interaction and communication to respond to customer questions and provide batch records as required.
• Deliver packaging documentation within agreed timelines, ensuring right first time.
• Work with Label Control to obtain item numbers for labels and randomization copies for batch records.
• Coordinate receiving and distribution activities related to item master requests, zero dollar PO generation, and shipment request completion as required.

Skills & Qualifications

• High school diploma or GED required, associate or bachelor's degree preferred.
• 1+ year of experience working in a cGMP environment preferred.
• Experience in preparation of packaging batch records, packaging, labeling, assembly, and distribution of clinical trial materials preferred.
• Must be computer literate with experience using spreadsheets and word processing programs.
• Must possess verbal, written, and interpersonal communication skills appropriate for a business environment.
• Must have the ability to work with minimal supervision.
• Must be detail-oriented and organized with an emphasis on quality.

Sitting at the intersection of clinical operations and medical device development, the Clinical Coordinator manages daily team communications, FDA documentation, and physician and model recruitment throughout the product development lifecycle at a leader in Point of Care Ultrasound. Operating across engineering, regulatory, and external agency teams, the Clinical Coordinator ensures document integrity, purchase order execution, and smooth coordination of clinical evaluations and validation sessions.

Duties

• Manage communications and daily activities of the clinical sonographer team.
• Maintain document integrity through the many processes of development, including NDAs, consents, and related materials.
• Manage, log, and secure documents vital to the FDA process of medical device product development.
• Support the team with projects needing outside physicians and models, including working with agencies for booking sessions for clinical evaluations and validation.
• Coordinate work with cross-functional teams and all physician, sonographer, and model visits.
• Write and execute purchase order requisitions for physician work and clinical supplies.
• Assist the team with plans, protocols, and reporting for various development phases.
• Oversee orderliness of work areas and scan rooms.

Experience & Qualifications

• 2+ years of working experience in the medical environment required.
• Health Unit Coordinator or medical reception experience desired.
• Experience working in a team environment.
• Experience with Microsoft Suite including Word, Excel, Outlook, and Teams.
• Strong problem-solving and logical thinking skills.
• Detail-oriented with clear communication skills and ability to handle multiple tasks at once.
• Strong troubleshooting skills.
• Ability to follow instructions with minimal or no supervision.
• Ability to work effectively within the team and cross-functional teams.

A key member of the clinical care delivery team, the Clinical Coordinator serves as a role model for clinical excellence while guiding staff development, managing patient and family satisfaction, and determining staffing based on patient acuity within an OB/Antepartum setting. Collaborating across managing physicians, house staff, mid-level practitioners, and nursing colleagues, the Clinical Coordinator enables achievement of desired care plan and discharge outcomes for all patient age groups.

Functions

• Act as role model for clinical excellence for all members of the clinical care delivery team.
• Guide staff development by teaching, mentoring, and counseling new and experienced staff for both clinical and customer loyalty skills.
• Work with patients and families to assure satisfaction with care and problem-solving resolution as needed.
• Communicate and collaborate with managing physicians, house staff, mid-level practitioners, nursing, and other health-related care team members to achieve desired outcomes for the plan of care and for discharge.
• Determine staffing based on patient acuity and workflow.

Education & Experience

• Bachelor's degree in Nursing required, master's degree in Nursing, business, or other health-related field preferred.
• Current professional Nursing Licensure in the state of IL required.
• BLS/CPR certification required.
• Experience in OB/Antepartum preferred.
• Leadership, problem-solving, and effective communication skills required.
• Must demonstrate competency in care of all patient age groups specific to OB/Antepartum.

Consistent regional performance across clinical and operational functions depends on the Clinical Coordinator, who supervises Clinical Managers and Coordinators, oversees field staff, and leads fiscal goal development and budget management across multiple rehabilitation facility locations. Based within a multi-site regional structure and reporting to corporate leadership, the Clinical Coordinator drives hiring, quality assurance, and client satisfaction while sustaining team effectiveness and clinical proficiency across all assigned sites.

Accountabilities

• Manage clinical and operational functions.
• Develop fiscal and clinical goals.
• Hire, supervise, orient, train, evaluate, counsel, and terminate regional employees.
• Enforce corporate policies and procedures to assure employee compliance.
• Complete and review quarterly quality assurance summaries for each facility.
• Communicate and coordinate regional functions to assure team effectiveness, positive team relationships, and continued clinical proficiency.
• Perform customer satisfaction surveys to ensure successful relations.
• Ensure staff participation in utilization review, patient care conferences, marketing meetings, rehabilitation conferences, and area meetings.
• Develop regional revenue and control expenditure budget with assistance from corporate staff.
• Assist in new customer proposal design and provide support and direction for Rehab Managers as needed.

Professional Experience

• Associate degree in Rehabilitation, Healthcare Administration, Business, or other related field required; bachelor's degree preferred.
• Current state license as an Occupational Therapist, Physical Therapist, Speech Language Pathologist, Occupational Therapy Assistant, or Physical Therapy Assistant required, or proactively in the process of obtaining current state licensure.
• Current CPR certification required.
• Minimum 3 years of healthcare management and staffing experience, preferably in a rehabilitation setting.
• Robust background in financial reporting and analysis.
• Previous multi-site facility management experience required.
• Proven ability to support a dynamic, fast-growing environment.
• Exceptional verbal and written communication skills.
• Ability to work with supervisors, employees, coworkers, professional customers, and healthcare providers in multiple settings and locations to promote training, development, and diversity in the workplace.